SYLLABUS

RECORDS MANAGEMENT—OST 184

SPRING SEMESTER 2006

 

INSTRUCTOR:             Ms. Cynthia McKoy                              OFFICE:  Bldg. ITC Room 114

Business Department                          CLASS DAYS/HOURS:   MWF/8:00–8:50

Bladen Community College                  E-MAIL:  cmckoy@bladen.cc.nc.us

WEB SITE:                   http://www.bladen.cc.nc.us                   VOICE MAIL:  910.879.5639

OFFICE HOURS:         T/TH 8-9 & 2-3  MWF 11:30-12:00

 

COURSE DESCRIPTION:

 

This course includes the creation, maintenance, protection security, and disposition of records stored in a variety of media forms.  Topics include alphabetic, geographic, subjects and numeric filing methods.  Upon completion, students should be able to set up and maintain a records management system.

 

TEXTBOOK:

 

            Reed‑Smith, Ginn and Kallaus. Records Management, South-Western Educational Publishing, Seventh Edition, 2002.

 

Records Management Projects, Seventh Edition, by Reed‑Smith, South-Western Educational Publishing, 2002.

 

TIME SCHEDULE/UNITS OF STUDY:

 

        WEEK                    CHAPTER            ACTIVITY

 

                1                                  1            Records Management in Review

                                                                  Questions; APP 1-1

 

             2-4                                  2            Alphabetic Indexing Rules 1-5

                                                                  Questions; APP 2-1; Job 1

 

                                                    3            Alphabetic Indexing Rules 6-10

                                                                  Job 2, 3; Questions, APP 3-1

                                                                  TEST: Chapters 1-3

 

                5                                  4            Alphabetic Indexing Rules for Computer Applications

                                                                  Questions; *APP 1-2, 2-2, 3-2, 4-1-4-2

                                                                  *Only if software is available

 

             6-7                                  5            Alphabetic Records Management

                                                                  APP 5-1, (5-2, 5-3 Outside Assignments); Jobs 4, 5, 6

 

             8-9                                  6            Records Retention, Retrieval, and Transfer

                                                                  APP 6-1, 6-2; (APP 6-3 only if software is available)

                                                                  Job 7, 8

                                                                  TEST: Chapters 4-6

                                                                  *Comprehensive Midterm

 

         10-12                                  7            Subject Records Management

                                                                  Question; APP 7-1; Job 9

 

                                                    8            Numeric Records Management

                                                                  Questions; APP 8-1, (APP 8-2 Outside assignment);

                                                                  Job 10, 11

 

                                                    9            Geographic Records Management

                                                                  APP 9-1 (APP 9-2 Outside assignment); Job 12

                                                                  TEST: Chapters 7-9

 

         13-14                                10            Electronic Records

                                                                  APP 10-1, 10-2

 

                                                  11            Image Records

                                                                  Questions, APP 11-1, App 11-2

 

                                                  12            Controlling the Records and Information Management                                                           Program

                                                                  Questions, APP 12-1, APP 12-2

                                                                  TEST: Chapter 10-12

 

              15                                                Wrap up and Comprehensive Review

 

              16                                                FINAL EXAM

 

 

COURSE COMPETENCIES:

 

At the end of this course, the student should be able to successfully complete the following skills:

A.        Define current records management terminology.

B.        Define records and information management (RIM).

C.        Identify employment opportunities in records and information management.

D.        Distinguish between criminal and civil legal matters.

E.        Explain how the creation of paper work can be eliminated.

F.        Explain how to manage the use of copying machines.

G.       Define indexing, unit, alphabetizing, and case.

H.        Index and alphabetize names of individuals, organizations and government units.

I.           Recognize alphabetic, subject, geographic, and numeric filing systems.

J.          Define computer terminology related to electronic database systems.

K.        Identify electronic filing systems and follow procedures to add individual, business, and organization names to electronic files.

L.         Define micrographic, optical disk, and barcoding terminology.

M.       Identify several kinds of security devices for the protection of records data.

 

COURSE MANAGEMENT:

 

A.        Three (1) hour class periods per week.

B.        Three Credit Hours.

C.        Required for Office System Technology.

D.        Prerequisite - NONE.

CLASSROOM PROCEDURES AND ASSIGNMENTS:

 

A.        Classroom lecture and discussion          

B.        Discussion of current record management trends and articles

C.        Completion of manual and electronic filing projects

D.        Quizzes and tests

E.        Comprehensive Midterm (1-6)

F.        Comprehensive Final Exam (1-12)

G.       No make-up tests will be given without prior permission of instructor.

H.        Any work late will be discounted one letter grade

I.           A student who withdraws after mid-term, will receive a grade of F unless there is proof of an extenuating circumstance

 

J.          Class attendance of 100% is expected.

K.        Any student missing 10 hours = 10 days will be dropped from class.

 

EVALUATION:

 

Projects and Assignments........................................................................................................... 30%

Chapter Test............................................................................................................................... 40%

Mid-term Exam............................................................................................................................. 15%

Final Exam................................................................................................................................    15%

TOTAL 100%

 

MOTIVATIONAL TIP:

 

J   Perfect attendance with an A average or better on all other work are exempt from the FINAL EXAM.

J   Absences of 1-2 days the lowest test grade will be dropped.

 

DATES TO REMEMBER:

 

            Registration............................................................................................. January 3

            Classes Begin......................................................................................... January 4

            Distance Education Orientation............................................................ January 6

            Last Day to Drop/Requesting 75% Refund........................................ January 11

            Martin Luther King Jr. Holiday............................................................. January 15

            Spring Break.......................................................................................... March 5–9

            Last Day to Drop with a “W” Grade....................................................... March 13

            Easter Holidays........................................................................................ April 5–9

            Final Exams....................................................................................................... 3–8

            Graduation............................................................................... (7:30 p.m.) May 11

Usage Policy for Computer Classroom Labs

 

Access

 

·        Computer labs will only be accessible when an instructor or lab facilitator has been assigned to supervise the lab.  At all other times the labs will be locked.

 

·        Only students currently enrolled in a computer course may use the instructional computer labs to work on current projects assigned in an appropriate class.

 

·        Any student wishing to use one of the computer labs outside of the normally scheduled class time period needs to have permission from an instructor.

 

Printing

 

·        No printing is permitted without the specific consent of an instructor.

 

Common Courtesy

 

·        Students should clean up the work area around them and return chairs to proper positions when they leave the lab. 

 

·        Conversations during lab hours should be kept to a minimum to assure a quiet working environment for all students using the facility.

 

·        No food or drinks are allowed in the computer labs. 

 

 

Equipment

 

·        Students should inform the instructor of any software or hardware problems.  In no instance should a student attempt to repair or reset computers or printers, remove paper jams, or install software of any kind without the permission of the instructor.

 

·        Students should not leave saved files on any hard drive when they leave the lab.  Student files should be transferred to either a floppy disk or a CD.